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Practice Manager

4 months ago

Philadelphia, United States Philadelphia Fight Full time

Philadelphia FIGHT

Practice Manager Job Description


Philadelphia FIGHT is a leading Federally Qualified Health Center with four clinical sites, providing access to state-of-the art, culturally competent primary care, advocacy, social services, consumer education, and outreach for all patients in need, regardless of HIV status or insurance status.

Philadelphia FIGHT, initially founded in 1990 as a comprehensive AIDS service organization, is now a Federally Qualified Health Center with four clinical sites, providing access to state-of-the art, culturally competent primary care, advocacy, social services, consumer education, and outreach for all patients in need, regardless of HIV status or insurance status. We are seeking a passionate and motivated Practice Manager to support us at the Johnathan Lax Treatment.


Qualifications: High School Diploma or GED required. Bachelor's Degree preferred or at least 5 years relevant experience in a healthcare, public health, or social work setting will be considered in lieu of degree. At least 3-5 years' experience working within a clinical outpatient setting; preferably within an urban community health center. Experience in an FQHC setting is highly desired. 3-5 years relevant experience in health care office management or administration preferred. Working knowledge of front desk procedures, insurance verification/eligibility and prior authorizations and/or clinical processes in an ambulatory environment required. Familiarity with major insurance plans and regulations regarding outpatient facilities. Knowledge of medical insurance, health records, coding, and billing systems.

Supervisory experience and excellent customer service skills and interpersonal skills are required. Must possess and demonstrate strong leadership and communication skills.


Responsibilities include:

  • Manage day to day operations of the practice, including implementing policies and procedures and maintaining personnel records.
  • Develop, implement, audit, and monitor staff performance goals.
  • Supervise staff and complete annual competency reviews.
  • Manage daily staffing to ensure optimal operation of the practice.
  • Collaborates with Medical Director and Nurse Manager to maximize clinician time and room space by monitoring weekly provider and resource schedules and developing a strategy for reducing no show rates.
  • Develop, implement, and monitor improvement programs, policies and procedures including Human Resources, workflow design, insurance requirements, billing, and cash collections.
  • Ensure that clinical staff are working within their scope of practice and patients are taken care of in a safe manner.
  • Coordination and communication with outside departments, including but not limited to environmental services, facilities, security, labs, billing, and human resources as it pertains in day-to-day operations of the practice.
  • Resolve complaints/issues effectively with patients, staff, and medical providers in a professional manner.
  • Provides oversight for the inventory, ordering, and maintenance of all required supplies, ordering, receiving deliveries, and checking against original order, and rectifying problems in collaboration with the Nurse Manager.
  • Conduct regular staff meetings to keep staff updated.
  • Prepare facility for smooth, efficient, daily operation which includes but is not limited to Staff schedules, conducting team meetings and huddles, address patient concerns (and follow FIGHT standard procedures accordingly), attend provider meetings and meet regularly with providers and external vendors (when applicable).
  • Collaborate with other clinical or medical support staff such as the community health worker, benefits coordinator, pharmacy technician and pharmacy staff, behavioral health consultant (BHC) program staff and its leadership, social workers/medical case management program staff and its leadership, HCV program staff and its leadership, PrEP program staff and its leadership, HIV Prevention and Navigation program staff and its leadership, as well as all other onsite ancillary staff.
  • Ensure that vital office responsibilities are appropriately tasked (such tasks include but not limited to: scanning documents into medical records, reminding patients of upcoming appointments, pre registering patients, registering patients, insurance verification, ensuring that front office staff are properly coding patient visit types and entering the correct insurance information into the patient chart, processing referrals, patient check out as well as ensuring timely completion of patient forms, processing letters of medical necessity and prior authorizations (when applicable).
  • Participate in design, development and implementation of Quality Improvement processes and initiatives. Uses Quality Improvement tools and data to evaluate and guide decisions and demonstrate improvement.
  • Prepare all mandatory reports accurately and in a timely manner.
  • Represent the facility and participate in meetings, outreach programs and community involvement activities (when applicable).
  • Attend scheduled JBHC provider and staff meetings (including huddles), case conferences, ALL FIGHT staff meetings as required.
  • Work with billing supervisor, revenue cycle manager and medical director to for routine monitoring (daily reconciliation or variance report through electronic health record system) to ensure that all front office staff are properly trained and perform any billing functions (insurance company verification, proper coding, slide scale fees for those that are uninsured, etc.) effectively and consistently.
  • Monitor patient scheduling, referrals, insurance verification and when applicable sliding scale as well as address any patient concerns as well as ensure patient satisfaction.
  • Oversee patient data collection and ensure its integrity and accuracy as it relates to front office operations.
  • Remain current in healthcare trends (i.e. obtain practice management certifications, maintain professional organizational memberships, attend continuing education workshops, trainings, conferences, etc.) on best practices and innovations on Health Center Office Management.

Other duties:

  • Compliance
  • Electronic medical record management
  • Scheduling and record keeping
  • Coordination of care

Other: Initial probationary period is three months. Performance of other tasks may be assigned on an as-needed basis.

Salary range: Competitive salary

Travel Requirements: Minimal local travel required between Philadelphia FIGHT Health Centers.

Work Hours: 40 Hours/Week (M-F 9:00am - 5:00pm)


Philadelphia FIGHT requires proof of completed COVID-19 vaccination series for all new employees hired. Medical and religious exemptions will be honored consistent with EEOC regulation.

FIGHT is an EEO, Affirmative Action, LGBTQ, people living with HIV/AIDS, and protected veterans' institution.

We recognize that an inclusive workforce with a variety of views, perspectives, and backgrounds is an integral part in our organizational success. We encourage and embrace a diverse workforce that provides us with unlimited ideas and innovative solutions. We are dedicated to recruiting, hiring, and retaining employees from many backgrounds.

To apply: